Reconcile Customer and Vendor Accounts

The reconcile customer and vendor accounts report is available to check to see if the debtors and creditors balance back to the general ledger based on the date filter entered on the report.

When you run the report you can apply a date filter to the date you are balancing to and you can also select a GL account you want to balance to, or leave blank to run as of today and balance all ledgers.

The report looks at the accounts in the posting setup and compares the balance to the general ledger account specified in the posting setup area. If these figures do not balance the difference will appear in the difference column which will need to be investigated further.

 

This is available in latest releases of Micsosoft Dynamics NAV by typing reconcile in the search box or it can be located in:

Departments/Financial Management/General Ledger/Reports/Miscellaneous

In classic versions of NAV the report can be located in:
Financial Management>General Ledger>Reports>Miscellaneous

Using NAV 2013 Remotely

Last time round we were discussing how Microsoft’s ClickOnce technology improves the installation experience for your users and eases the pain of rolling out the client and any subsequent updates for you.

This time we’re going to talk about working with the NAV client remotely. Remote working used to mean connecting to a VPN, taking reams of data offline with you or calling into the office to ask a colleague to check something on the system.

Usually, anyone who tried to use NAV’s classic client over a VPN quickly found that it was a non-starter. The classic client makes a direct connection to your SQL server and a lot of data is passed back and forth between the two. You either need a fast connection, or a lot of patience.

Microsoft have been putting a lot of effort into making the new NAV client as “thin” as possible i.e. keeping as much of the data crunching at the server end and passing as little information as possible to the client. This, combined with ever improving internet connections make it perfectly feasible to have your NAV client access the server over a wide area network or your home internet connection.

How does it all work?

Your ClickOnce installation can be made available over a network share or deployed from a website so that your users can download it when they are not connected to your office network. The NAV server can be exposed to the outside world with an external IP address and the NAV client pre-configured to connect to this IP address.

image

A certificate is used to encrypt the data between the client and the server and keep everything secure. New authentication methods on the server also make it possible to prompt the user for credentials when they connect. Previously, only Windows Authentication i.e. the user that you have logged onto the computer as was available. This opens the door to connecting to the server from outside the network.

So, you could be sat in the server room at the office, or you could be sunning yourself on the beach using your laptop tethered to your mobile. As long as you’re connected to the internet you can access your NAV system.

But why bother? You might already have a terminal server that users can log into to work remotely. You might make the NAV client available as a published RemoteApp.

The main benefit is that the client is installed locally on the user’s machine. As such, it is able to interact with all of the other local resources – printers, Outlook, Excel, Word, OneNote, local files, the clipboard, USB devices etc. Remote apps are pretty good at looking like local applications and providing an almost seamless remote / local user experience, but in this scenario the NAV client is a local application and just works wherever your user is.

Reduced stock, full product traceability and financial analysis in minutes not hours – all with Microsoft Dynamics NAV

Passion for Life (PFL) Healthcare is a UK–based manufacturer and distributor of non-prescription medical products. Founded in 1997, it has a core staff of eleven, and subcontracts its manufacturing and warehousing to a number of third-party businesses in the UK and worldwide. They have strong working relationships with some of the world’s leading retailers, independent pharmacies, and health food stores, including Boots, AAH & Lloyds, Co-Op, Sainsbury’s, and Tesco.

After replacing Sage 200 with Microsoft Dynamics NAV and Dynamics CRM, PFL Healthcare has achieved some fantastic results;

· Relevant, up-to-date forecasting and reduced stock

· Better financial analysis, better-informed decisions

· Improved quality control, full traceability of items

· Partner solution removes up-front costs

· More personalised management of long-term relationships

“On the old Sage 200 system, it would take half a day to export reports into Excel and then format the spreadsheets to conduct a higher-level profit analysis. With Microsoft Dynamics NAV, it takes me two or three minutes to run a report, and now I get far more detailed profit and customer analyses.”

Will Webb, Commercial Director PFL Healthcare

To read the full customer case study, click here

Dynamics CRM goes mobile

Mobility is one of the buzz words that IT loves to embrace, however with the advent of smart phones, tablets and remote working, the ability to deliver in certain roles is becoming essential.

CRM is definitely a product where demand for mobility is high. In the traditional role of CRM (managing the sales process) the ability to access and update data whereever the sales person/account manager finds themselve is imperative. Dynamics CRM has always been available within Outlook and via the browser (Internet Explorer) but now with the rise in popularity of tablets and smart phones, Microsoft have released a roadmap of what’s available from February 2013 and the roadmap for the next 6 months.

With Windows 8 now appearing on some really cool hardware including Microsoft’s own Surface device, the power of touch is becoming common place and a productive tool for the mobile worker.

The problem with touch is that traditional applications with their intricate small buttons and menus don’t work, a new interface is required.

So the Dymamics CRM for Sales app is a welcome addition to the CRM family

 

crm for surface 

Having been able to play with a demo version of this on my Surface for a while i can confirm that the ability to delve into data and update it is intuitive and productive. To be able to push an opportunity to the next stage in the sales cycle is easy and quick and uses touch really well.

I have posted this video before but seeing the app in action gives a clearer idea of how it works.

CRM Windows 8 Concept App

Of course the IPad is a major player in the tablet market and CRM also caters for its users. The next release for on premise customers will support the IPad browser.

CRM Ipad

 

In conclusion i have posted Microsoft’s latest roadmap dates as an indication on what to expect when, but to see the extension of CRM of its traditional home of the PC and laptop re-enforces the changing face of modern business software.

crm roadmap

Complimentary Microsoft Dynamics NAV ERP Seminar

For those manufacturing and distribution companies looking for further opportunities to improve profit margins, why not attend our forthcoming seminar “ Microsoft Dynamics NAV ERP – Building the case for an end-to-end business software solution” being held on Tuesday 19th March at our office in Wolverhampton.

Based on the real-life experiences of other companies we have helped in Manufacturing & Distribution to replace existing out-dated and disparate business systems,  the seminar will cover how Microsoft Dynamics NAV can:

  • improve order accuracy and dramatically reduce transaction costs via integrated EDI and web trading
  • boost staff productivity and get new employees up and running quickly with its familiar Microsoft look and feel and role-tailored views
  • improve decision making with fast & flexible reporting and analysis
  • lower production costs with real-time shop floor data collection
  • reduce stock and improve customer responsiveness with a streamlined pick, pack and ship cycle
  • speed up cash collection with integrated “proof of delivery” via mobile devices
  • increase sales volumes with visual product catalogues on iPads with integrated stock availability

Book your place today!

Annual Pegasus Seminars

Two very successful seminars were held at our Wolverhampton office today. Over 60 people attended the sessions which concentrated on the imminent Payroll Legislation changes including RTI (Real Time Information of PAYE) and Auto Enrolment of Pensions.

Feedback from attendees was very positive with them now better equipped to understand and be ready for the new Tax Year. The events also gave attendees the opportunity to view Opera 3 and to see several of the benefits to be gained from upgrading to the latest version.

I hope this has been beneficial to those who were able to attend and if anyone has any queries or would appreciate a discussion about upgrading to Opera 3 please contact me at nick.perry@tecman.co.uk

Licensing SQL Server 2012

Following the release of SQL 2012 a couple of months ago plus the price increases that have taken place recently it is worth taking some time to consider how a company licences SQL.

The main change with SQL 2012 as opposed to 2009 is that there is no longer a 'per processor' model. This has now been replaced by a 'per core' model although in reality it is purchased per 2 cores. What this will mean is that moving forward the more powerful servers with 6 cores or more are going to be more expensive to licence. While this is frustrating it reflects the shift from the more traditional server infrastructure to the increase in virtualisation and more virtual servers per physical box.

If we then look at the traditional licensing models then we can start to examine which option is going to be the best fit:

 Server plus CAL Model

Via this route we licence each server that SQL will be running on and each person/device that will be using SQL either directly or indirectly. It is worth remembering that it a user if accessing a system that relies on SQL then they will also need a licence.

Per Core Model

In this scenario we need to make sure there is a licence in place for each core that SQL is using. If a processor has 6 cores then three licences will be needed as they are purchased in pairs. If a server has 2 processors then the price is potentially doubled! It is worth bearing in mind though that technically it is possible to restrict the amount of resources that SQL uses so just because there are 12 cores in a server you will not necessarily have to be licensed for all of them.

Small Business ServerPremium

If you have purchased this software then it comes with anadditional licence for Windows Server as well as incorporating SQL. There are additional price implications per user and for the server licence so the more users that require SQL the less economical this model will become.

NAV Licence

If you have Dynamics NAV or are potentially looking at moving ahead with the solution then you have an additional option. As you would add a module normally there is also the ability to add SQL for the amount of users you will require to use NAV. This makes it quite easy to stay compliant as whenever a new user is added you will automatically gain an additional SQL licence. In addition as long as your Enhancement Fee is up to date then you will automatically have the rights to the latest version which makes upgrading NAV much easier. It will then add the 'peace of mind' that if you require more up to date functionality you will not have to repurchase any licences.

One important fact to consider is if you choose this route the SQL licence can only be used for NAV or potentially SharePoint. Any other system that accesses SQL would need to be licenced separately which could add additional unexpected costs at a later date.

Ultimately the choice will come down to price and business requirements however if you need some help and advice on the way feel free to contact us.

Even more features in latest version of Pegasus Opera 3

Pegasus have announced that Opera 3 v1.5 is due for release during late July. This version adds even greater functionality to the highly respected Opera 3 suite. Features such as the following will now be included:

Error Correction extended – de-allocate and re-allocate Sales and Purchase allocations*

New functionality has been added to both the Sales and the Purchase Ledger applications to allow customers to correct allocations that may have been incorrectly posted by the user. A new Wizard is available from the Sales and Purchase processing forms, which allows the user to select the new Rectify Allocation command.

The user can de-allocate an allocation and therefore break the link between an Invoice and a Receipt, so allowing the Receipt to be allocated to another Invoice. It is also possible to de-allocate the allocation and remove associated transactions such as receipts, payments, refunds, discounts or exchange rate discrepancies.

This can be useful as users may make mistakes in both allocating receipts to invoices, or posting a receipt to the wrong account, for example. Now there is a Wizard that allows these mistakes to be simply and quickly corrected.

Appropriate historical information is kept for audit trail purposes and a new Rectified Allocations report is available to show these transactions. This information will be removed as part of the Period End routines based on the number of periods defined in the Keep Transactions field.

Excel Reporting*

Nominal Ledger reports
The ability to export Opera 3 reports directly to Microsoft Excel has been very popular with users. This has been extended further to include the following Nominal Ledger reports:

  • Audit Trail
  • Ledger Summary
  • Income
  • Expenses
  • Assets
  • Liabilities
  • Capital/Reserves
  • Budgets List
  • Nominal Analysis

Retrospective Debtors/Creditors Reports
The Debtors/Creditors Reports and Retrospective Debtors/Creditors reports can now be exported to Microsoft Excel in a selected foreign currency. Previously these reports could only be exported in the home currency.

Stocktake*

There are a number of enhancements that have been added into the Stocktake application that will improve the way customers can use the system.

Moving stock that is currently in a Stocktake
Stock adjustments can now be posted to Opera 3 even if an item’s in-stock quantity changes whilst it is being counted. This means that items can be received from suppliers or issued to customers or production in Opera 3 whilst they are being counted in a stock take. Previously, if a stock item moved while being counted in a stock take then a manual adjustment was required to correct the stock levels, it could not be posted from Stocktake.
Stock adjustments can be posted from Stocktake even if the in-stock quantity in Stock Control changes. Before Opera 3 is updated the user will be warned that transactions have been posted in Opera 3 and offers an audit report for the affected stock items. On the Update Opera 3 form, the counted quantity is displayed alongside the adjusted quantity in Opera 3. This adjusted quantity is the difference between stock level at the beginning of the stock take and what is currently in stock now. The user can then choose the correct quantity to be posted back to Opera 3.
This allows customers to continue to use the Stock application while a stocktake is being performed.

Filtering items by Bin Locations
When creating a Stocktake it is now possible to choose items based on their Bin Locations, as well as by their Warehouses, Categories, Stock References and Status. Many customers wish to restrict stock takes to specified Bin Locations, which can now be accomplished.
Controlling Adjustment Costs
In addition to using the standard/average cost price to calculate the cost of Stocktake adjustments, it is now possible to use the stock item’s last cost. This is controlled from a new option on the Stocktake Profile linked to the stock records.

Scheduler*

A new Task Type called ‘Chain’ can be created in the Task Scheduler. Chain tasks make it possible to link different tasks together so that they can be processed sequentially. For example, you can create a Chain task that links the Data Backup task to the Update Data Structures task and then to the Nominal Ledger Period End task. All three Tasks will be performed, one after the other.

The Task Scheduler has been extended to allow Messaging and Shutdown functions to be performed as part of the process when creating a new Task. For example, if scheduling a task to run a Backup, it will now be possible to force a Shutdown and send a message telling users about this task.

Open Period Accounting*

If Open Period Accounting is in use then the Sales Invoices/Credit Notes and Receipts/Adjustments reports can now be viewed based on the transactions’ Nominal Ledger posting dates. Similarly the Purchase Invoices/Credit Notes and Payments/Adjustments reports can also be viewed based on the transactions’ Nominal Ledger posting dates. Previously it was only possible to run these reports based on transaction date.

This makes it easier with the reconciliation between Purchase Ledger postings and the associated Creditors control account within the Nominal Ledger.
In the Purchase Invoice Register, when invoices and credit notes are posted to the Purchase Ledger, if their transaction dates fall before the current Nominal Ledger period they can now be posted to the respective open Nominal Ledger period. If the Nominal Ledger period is closed the transaction will be posted to the current Nominal Ledger period.

Global Payment & Deductions

Currently within Opera 3 and Opera II Payroll, the global payment and deduction changes process can only be used to update existing employee payments and deductions. A new option has been added that allows you to both update employees who already have the payment or deduction profile selected on their employee record, and to also create new payments or deductions for employees where they currently do not exist. For example, add a one off Payment Profile of ‘bonus’ to some employees that have previously not received a ‘bonus’.

CRM

The key enhancements are:
Summary Scheduler*
It is now possible to define work patterns and assign them to resources. These work patterns are similar to those defined within Personnel and allows you to define the normal working days for a particular resource. For example, an Engineer may have a 4 days on, 3 days off work pattern, the system will therefore be able to highlight those 3 days off as being unavailable for scheduling for that engineer.

It is also possible to assign a resource to work on the same job on a specific day over multiple weeks. This allows an Engineer to be booked on to a specific Job on designated days without Activities needing to be cleared.
Exposing the User Defined Fields
The User Defined Fields created and applied throughout the CRM applications are now available for reporting. This allows them to be used within both the Reporter application and within the Pegasus Dashboards Manager.
Quotation Status
When a user creates a Quotation it is now possible to default the Quotation Status to be ‘Inactive’. This provides a level of authorisation because only users that have the relevant security access can change the status from ‘Inactive’.
Group Membership
It is possible to define Contact Groups within CRM and assign Contacts to those groups. It is now possible to see those Contact Groups from within the Contacts Processing Action menu fro
m a new option called Group Membership. This displays a tick list of all Contact Groups identifying those Groups the current contact belongs to. The user can tick / un-tick groups as required.
Remember Form Positions
Column widths in CRM and Service & Helpdesk Management list views will obey the Remember form position and sizes setting within Preferences.

Please contact Nick Perry if you would like any further details regarding the latest release of Opera 3 on 01902 578300 or by e-mail at nick.perry@tecman.co.uk

Pegasus Celebrate 30 Years

Pegasus Software Ltd are currently celebrating 30 years of trading as a successful provider of business software to Small and Medium sized businesses.

As a big thank you to existing customers, Pegasus are offering 30% loyalty discount in March and April 2012. The special offer is for all customers wishing to add additional users, companies, employees and modules to their existing Opera II software and also to all customers upgrading to Opera 3. This is likely to be the best offer available to upgrade to Opera 3 and well worthy of consideration.

Pegasus Opera 3 was released over18 months ago and many companies are already reaping the benefits from the additional features available. This is the version where all future enhancements will be developed and is the software to drive your business forward.

Please contact me on 01902 578300 or e-mail to nick.perry@tecman.co.uk to discuss and take advantage of this special offer from Pegasus.

Assistance PSA for Microsoft Dynamics CRM

Microsoft Dynamics CRM is a truly versatile product allowing for customisation and development of xRM solutions to support your business processes. Out of the box, CRM provides tools to enable us to customise the product in order to work with and not against your organisation. Microsoft Dynamics CRM also allows for the use of managed solutions to enhance the existing software to provide tailored solutions for different industries or aspects of functionality.

Technology Management are happy to announce that we are now partners with Assistance Software and certified to deliver Assistance PSA, their solution for the professional services market. Assistance PSA provides a total solution for professional services that extends CRM to manage:

  • Project and Contract Management
  • Project Calculation and Estimation
  • Sales Forecasting
  • Project and Resource Planning
  • Activity Gantt Chart Planning
  • Time and Expense Registration
  • Invoicing

All of this from within a single application!

By utilising Assistance PSA within your Microsoft Dynamics CRM implementation it truly provides a 360 degree view of your professional services delivery from opportunity management through to project completion.

Over the next few weeks I will be writing posts to cover different aspects of the solution however if you would like any more information in the mean time please do not hesitate to get in touch.